Argus Support Hub

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  • Infirmary User Manual

    PRODUCT CONTEXT

    K12 LMS is the digital learning platform used by Lighthouse Learning schools to manage academic communication, student progress, and school operations.

    The Infirmary feature enables the platform to capture and display records of student visits to the school infirmary. These records are generated by the school’s health service provider and shared with the LMS through a secure integration.

    The feature allows parents and students to access health visit records directly within the student profile, ensuring transparency regarding the student’s health and the care administered at school.

    Within the K12 LMS platform, the Infirmary module appears inside the Student Profile as a dedicated tab where health visit records are stored and accessed.

    FEATURE DESCRIPTION

    The Infirmary feature informs parents about their child’s health visits to the school infirmary and maintains a historical record of those visits.

    Whenever a student receives medical attention at the school infirmary:

    1. The school’s healthcare provider records the visit in their health system.
    2. A discharge summary PDF is generated.
    3. The healthcare system sends the PDF and student identifier to K12 LMS.
    4. K12 LMS stores the visit record and associates it with the student profile.
    5. The parent receives a notification informing them of the visit.
    6. The record becomes accessible under the Infirmary tab in the student profile.

    The feature provides:

     • Immediate awareness for parents
    • Transparent documentation of health care provided at school
    • A centralized history of infirmary visits
    • Easy access to discharge reports and treatment summaries

    PLATFORMS SUPPORTED

    Both

     • Web (K12 LMS Web Portal)
    • Mobile (K12 LMS Mobile App)

    PERSONAS INVOLVED

    Primary Personas:
    • Parent
    • Student

    Administrative Personas (System Context) [coming soon]:
    • Super Admin
    • HO Admin
    • School Admin

    Note: Administrative personas do not actively interact with the feature but oversee system governance.

    BUSINESS RULES

    1. Infirmary visit records are generated by a third-party healthcare provider system.
    2. The healthcare system sends visit data to K12 LMS through an API integration.
    3. The API payload includes:
      • Student identifier
      • PDF link for discharge summary
    4. K12 LMS stores this information in the Infirmary Visits repository.
    5. The system associates the visit record with the correct student profile.
    6. Records are displayed in chronological order.
    7. Each record contains:
      • Visit Date
      • Discharge Summary PDF
    8. Parents receive an in-app notification whenever a new visit record is created.

    PERMISSIONS LOGIC

    The system uses Role-Based Access Control (RBAC).

    Two permissions govern this feature:

    • Parent_Infirmary_View
     • Student_Infirmary_View

    Only users with these permissions can access infirmary records.

    No editing or deletion capabilities exist for end users.

    NOTIFICATIONS

    Notification Type:
    • In-app notification

    Triggered when:
    • A new infirmary visit record is received and stored.

    Audience:
    • Parent

    Notification Message Example:

    “Your child received care at the school infirmary today.”

    Clicking the notification redirects the user to the Infirmary tab inside the Student Profile.

    1. Introduction

    The Infirmary feature exists to ensure that parents remain informed about their child’s health and wellbeing while at school.

    Students occasionally visit the school infirmary for reasons such as:

    • Fever
    • Injury
    • Discomfort or illness
    • Preventive care

    Previously, these records were communicated through external messaging systems or manual updates. This approach made it difficult for parents to access past records or verify the care provided.

    The Infirmary feature solves this problem by:

    • Automatically notifying parents when a health visit occurs
    • Providing immediate access to discharge summaries
    • Maintaining a permanent history of infirmary visits

    Benefits include:

    For Parents
    • Transparency about student health at school
    • Immediate awareness of medical incidents

    For Students
    • Clear documentation of care received

    For Schools
    • Improved communication with parents
    • Better record keeping for health events

    2. Role-Based Access Overview

    RoleWeb AccessMobile AccessCreateEditDeleteView
    ParentYesYesNoNoNoYes
    StudentYesYesNoNoNoYes

    RBAC Logic

    • Infirmary records are system-generated through integration with the healthcare provider.
    • No manual creation or modification is allowed within the LMS.
    • Parents and students can only view and download records.
    • Administrative roles may access records for oversight if permissions allow.

    3. Super Admin Guide

    3.1 Responsibilities

    • Ensure system-level integration with healthcare provider
    • Maintain platform governance
    • Ensure proper role permissions

    3.2 Administration

    Super Admins oversee the functioning of the integration that sends infirmary records into the LMS.

    Responsibilities include:

    • Monitoring system integrations
    • Ensuring data integrity
    • Handling system-level issues

    3.3 Configuration

    Configuration tasks include:

    • Managing API integration
    • Ensuring data mapping with student profiles
    • Monitoring system logs

    3.4 Permissions

    Super Admins may view infirmary records but cannot modify them.

    3.5 Reporting

    Super Admins may analyze:

    • Frequency of infirmary visits
    • System integration success rates

    3.6 Use Cases

    Example scenarios:

    • Investigating integration failures
    • Validating records for compliance audits

    4. HO Admin Guide

    HO admins do not access the Infirmary feature.

    5. School Admin Guide

    School Admins do not access the Infirmary feature.

    6. Teacher Guide

    Teachers do not access the Infirmary feature.

    7. Parent Guide (Web & Mobile)

    7.1 Access

    Parents access the feature through:

    Student Profile → Infirmary Tab

    7.2 Default View & Navigation

    The Infirmary tab contains:

    Two sections:

    1. Infirmary Visits (Default view)
    2. Infirmary Analytics (coming soon)

    The visits section displays:

    • Visit Date
    • Action Buttons

    7.3 What Parents Can Do

    Parents can:

    • View infirmary visit records
    • Open discharge summaries
    • Download PDF reports

    7.4 Notifications

    Parents receive notifications when:

    • A new infirmary visit occurs.

    Notification example:

    “Your child received care at the school infirmary today.”

    7.5 Use Cases

    • Reviewing treatment given at school
    • Downloading medical reports

    8. Student Guide (Web & Mobile)

    8.1 Access

    Students can access infirmary records in their profile.

    8.2 Default View & Navigation

    Students see the same visit history displayed in chronological order.

    8.3 What Students Can Do

    Students can:

    • View their infirmary visit history
    • Open discharge summary documents

    8.4 Notifications

    Students currently do not need to receive notifications.

    8.5 Use Cases

    • Reviewing past health visits
    • Accessing discharge instructions

    9. How-To Guide

    How to View Infirmary Records

    1. Login to K12 LMS.
    2. Open the Student Profile.
    3. Click the Infirmary tab.
    4. Review the list of visits.

    How to Open a Discharge Summary

    1. Go to the Infirmary Visits section.
    2. Click View File.
    3. The PDF opens within the platform.

    How to Download the Discharge Summary

    1. Open the PDF viewer.
    2. Click the Download button.
    3. Save the file locally.

    10. Feature Logic & Display Rules

    Display hierarchy:

    Student Profile
    → Infirmary Tab
    → Visit History

    Sorting rule:

    • Visits are displayed in reverse chronological order.

    Display fields:

    • Serial Number
    • Visit Date
    • Actions (View / Download)

    Mobile version:

    • Information displayed as cards instead of rows.

    11. Notifications Overview

    Notification Trigger:
    • New infirmary visit record received

    Audience:
    • Parent

    Notification Delivery:
    • In-app notification

    Redirection:
    • Opens student profile → Infirmary tab

    12. Governance & Compliance Rules

    Business rules:

    • Only healthcare provider systems create records.
    • No manual editing is allowed.

    Security rules:

    • Access controlled via RBAC.
    • Only authorized users can view records.

    System validations:

    • Student ID must match LMS records.

    13. Frequently Asked Questions

    Who creates infirmary records?

    Records are created automatically by the healthcare provider system.

    Can parents edit infirmary records?

    No. Records are read-only.

    Why can’t I see a visit?

    Possible reasons:

    • Integration delay
    • Student ID mismatch

    Can records be deleted?

    No. All records are retained for history.

    14. Conclusion

    The Infirmary feature strengthens communication between schools and parents regarding student health events.

    By integrating healthcare records directly into the LMS, the system provides:

    • Immediate visibility of health incidents
    • Reliable documentation of care
    • Long-term access to medical visit history

    This ensures transparency, improves parent trust, and supports better student wellbeing management across Lighthouse schools.

  • Transfer Certificate User Manual

    PRODUCT CONTEXT

    The Transfer Certificate (TC) feature is part of the Lighthouse K12 LMS ecosystem used by Lighthouse Learning schools. The feature enables parents to digitally raise a request when they intend to withdraw their child from the school.

    Traditionally, transfer certificate requests required physical visits to the school and manual paperwork. This feature digitizes the entire workflow within the LMS platform, allowing parents to submit requests directly through the system while enabling school administrators to review, approve, or request reconsideration.

    The TC feature ensures transparency, traceability, and efficient communication between parents and school administrators.

    FEATURE DESCRIPTION

    The Transfer Certificate feature allows parents to submit a formal request for a student’s exit from the school by providing a reason and feedback. Once submitted, the request is reviewed by the school administration.

    Administrators can either:

    • Approve the request, allowing the TC process to proceed
    • Ask the parent to reconsider, prompting a conversation before final approval

    The feature helps schools capture valuable feedback about student exits while ensuring the process is handled in a structured and auditable manner.

    PLATFORMS SUPPORTED

    PlatformAvailability
    WebAdmin access only
    MobileParent access
    BothNotifications

    Note: Parent TC functionality is currently mobile-first.

    PERSONAS INVOLVED

    • Head Office (HO) Admin
    • Principal/ School Admin
    • Parent

    Students are not directly involved in the TC process.

    BUSINESS RULES

    The TC feature operates under the following business logic:

    • Parents can raise a TC request only for the current Academic Year (AY)
    • The system automatically captures the current AY
    • Parents cannot edit or select the academic year
    • A parent cannot create multiple active TC requests simultaneously

    Existing request handling:

    • If an existing request is pending, parents cannot create another request
    • If an existing request is withdrawn, parents may create a new request

    PERMISSIONS LOGIC

    Access and actions depend on the user’s role.

    RoleCreateEditApproveReconsiderView
    HO AdminNoNoNoNoYes
    School AdminNoNoYesYesYes
    PrincipalNoNoYesYesYes
    ParentYesLimitedNoRespondYes

    Parents cannot edit requests after submission.

    NOTIFICATIONS

    The TC feature generates system notifications to keep stakeholders informed.

    Notification types include:

    • In-app notifications
    • Email notifications

    Notifications are triggered during:

    • Request submission
    • Request reconsideration
    • Request approval

    Cross-platform handling:

    If a user opens a notification on a platform where the TC module is unavailable:

    • The notification appears read-only
    • CTA buttons remain disabled
    • Clicking the notification marks it as read

    A toast message will display:

    “Transfer Certificate feature is not available on [platform] platform currently.”

    Example:

    “Transfer Certificate feature is not available on Web platform currently.”

    1. Introduction

    The Transfer Certificate feature digitizes the process of student withdrawal from the school.

    Schools often lose valuable insights into why parents choose to move their children to other institutions. This feature enables structured feedback collection during the exit process.

    The feature solves several operational challenges:

     • Eliminates manual paperwork
    • Allows parents to submit requests digitally
    • Provides schools with actionable feedback
    • Creates an auditable record of exit requests
    • Ensures controlled approval workflows

    Beneficiaries include:

     • Parents requesting student transfers
    • School administrators managing exits
    • Head Office teams monitoring retention trends

    2. Role-Based Access Overview

    RoleWeb AccessMobile AccessCreateEditDeleteView
    HO AdminYesNoNoNoNoYes
    Principal/ School adminYesNoNoNoNoYes
    ParentNoYesYesLimitedWithdrawYes

    RBAC Logic:

     • Parents initiate TC requests
    • School leadership reviews requests
    • HO Admin monitors data but does not intervene directly

    3. Super Admin Guide

    3.1 Responsibilities

     • Monitor TC activity across schools
    • Ensure policy compliance
    • Review analytics and trends
    • Ensure correct permissions are tagged

    3.2 Administration

     • System configuration of TC workflows
    • Monitoring TC data integrity

    3.3 Configuration

    Super Admin can configure:

     • Review analytics and trends
    • Ensure correct permissions are tagged

    3.4 Permissions

    Super Admin has:

     • Full system visibility
    • Configuration privileges

    3.5 Reporting

    Reports may include:

     • TC requests by school
    • Exit trends by academic year
    • Reasons for withdrawal

    4. HO Admin Guide

    4.1 Responsibilities

     • Monitor TC requests across all schools
    • Identify patterns in student exits

    4.2 Administration

    HO Admin may:

     • Review TC dashboards
    • Track school-level exit metrics

    4.3 Configuration

    HO Admin typically does not configure the TC module.

    4.4 Permissions

    HO Admin can:

     • View all TC requests
    • Export reports

    4.5 Reporting

    Typical reports include:

     • Monthly TC trends
    • Brand-level exit analysis

    5. School Admin/Principal Guide

    5.1 Responsibilities

     • Review TC requests raised by parents
    • Communicate with parents where necessary
    • Approve or request reconsideration

    5.2 Administration

    Admins manage the TC approval workflow.

    5.3 Event / Content Management

    Admins can:

     • View request details
    • Review reasons submitted by parents
    • Decide next action

    5.4 Permissions

    Admins can:

     • Approve TC requests
    • Mark requests as reconsidered

    5.5 Best Practices

     • Contact parents before approving TC
    • Use reconsider option to retain students where possible

    5.6 Use Cases

    Example:

     • Parent requests TC due to relocation
    • Admin approves after verification

    6. Parent Guide (Mobile)

    6.1 Access

    Parents access TC requests through the mobile application.

    6.2 Default View & Navigation

    Parents can navigate to:

    More → Transfer Certificate → Create Request

    6.3 What Parents Can Do

    Parents can:

     • Submit a TC request
    • Provide reason for exit
    • Share feedback
    • Withdraw request before approval

    6.4 Notifications

    Parents receive notifications when:

     • Request is reconsidered
    • Request is approved

    6.5 Use Cases

    Example:

    • Parent moving to another city raises TC request.

    7. Student Guide

    Students do not interact directly with this feature.

    8. Teacher Guide

    Teachers do not interact directly with this feature.

    9. How-To Guide

    How to Raise a TC Request (Parent)

    1. Open the mobile application
    2. Navigate to the More → Transfer Certificate
    3. Select Transfer Certificate Request
    4. Enter the reason for requesting TC and review
    5. Provide feedback if required
    6. Submit the request

    How Admin Reviews a TC Request

    1. Login to the LMS web portal
    2. Navigate to School Management → Transfer Certificate Requests
    3. Open the parent request
    4. Review submitted details
    5. Choose one action: Approve / Request reconsideration

    10. Feature Logic & Display Rules

     • Only one active TC request per student is allowed
    • Requests are displayed in card format
     • Statuses include:

     Pending
    Reconsider
    Approved
    Withdrawn

    Activity timeline tracks all status changes.

    11. Notifications Overview

    Notifications are triggered when:

    EventAudience
    TC Request SubmittedSchool Admin and relevant stakeholders
    TC ReconsiderationParent
    Continue with TCSchool Admin and relevant stakeholders
    TC ApprovedParent

    Notifications include:

     • In-app alerts
    • Email notifications

    12. Governance & Compliance Rules

    System validations ensure:

    • TC requests apply only to the current academic year
     • Duplicate requests for the same Student + School + AY are prevented

    Audit logs maintain a record of:

    • Request creation
    • Status changes
    • Approval actions

    13. Frequently Asked Questions

    Who can create a TC request?
     Parents.

    Why can’t I raise another TC request?
     An existing request is still active.

    Why can’t I edit my request?
     Requests cannot be modified after submission.

    What happens when the school asks me to reconsider?
     You will receive a notification and may discuss the request with the school.

    14. Conclusion

    The Transfer Certificate feature simplifies and digitizes the student withdrawal process while enabling schools to capture valuable feedback from parents.

    By centralizing requests within the LMS, the feature ensures transparency, accountability, and operational efficiency for parents, school administrators, and the Head Office.

  • Almanac User Guide

    1. Introduction

    Almanac is the centralized academic calendar module within the K-12 LMS. It provides a structured and reliable source of information for all school-related events, including academic activities, examinations, holidays, vacations, and institutional events.

    The module is designed to:

    • Consolidate event communication in one place
    • Improve visibility for parents and students
    • Enable structured planning for schools
    • Ensure consistency across web and mobile experiences

    2. Role-Based Access Overview

    Access to Almanac is governed by role-based permissions.

    RoleWeb AccessMobile AccessCreate/Edit/DeleteView
    Super AdminYesNoYesYes
    HO AdminYesNoYesYes
    School AdminYes (View Only and Personalised to LMS mapping)NoYesYes
    TeacherYes (View Only and Personalised)NoNoYes
    ParentYes (View Only)YesNoYes
    StudentYes (View Only)YesNoYes

    3. Super Admin Guide

    3.1 Responsibilities

    Super Admin oversees system-level governance and configuration of the Almanac module across brands and schools. Upload brand-level regional and national holidays list.

    3.2 Administration

    • Access Almanac via Web (School Management → Almanac (Web))
    • View and manage events across all brands and schools
    • Upload brand-level regional and national holidays list.

    3.3 Configuration

    • Configure academic year dates
    • Define limits for National and Regional holidays
    • Manage shared holiday lists
    • Oversee permission mapping for Almanac roles

    3.4 Permissions

    Super Admin can:

    • Create, Edit and Delete events (subject to business rules)
    • Upload holiday lists

    3.5 Reporting

    • Review event distribution across schools
    • Monitor adoption patterns
    • Validate event accuracy and completeness

    3.6 Use Cases

    • Defining annual holiday policy along with business stakeholders
    • Publishing centralized holiday calendars at a brand level
    • Ensuring brand-level consistency

    4. HO Admin Guide

    4.1 Responsibilities

    HO Admin manages Almanac at the brand or tenant level.

    4.2 Administration

    • Access Almanac via Web (School Management → Almanac)
    • View all schools within assigned brand
    • Manage events across brand schools
    • Validate holiday lists

    4.3 Configuration

    • Align holiday limits with brand policies

    4.4 Permissions

    HO Admin can:

    • Create, Edit and Delete events (subject to business rules) within assigned brand

    4.5 Use Cases

    • Standardizing brand-wide events
    • Managing regional holiday applicability
    • Ensuring calendar compliance

    5. School Admin Guide

    5.1 Responsibilities

    • School Admin manages the school-level academic calendar.
    • Create, Edit and Delete events (subject to business rules) within assigned brand

    5.3 Event Management

    • Edit event details
    • Update audience
    • Delete future events (as per rules)
    • View event hierarchy within calendar cells

    5.4 Best Practices

    • Avoid overlapping events without clear purpose
    • Ensure audience is correctly defined
    • Use full-day selection appropriately
    • Maintain chronological consistency

    6. Teacher Guide

    6.1 Access

    Teachers have view-only access on the Web.

    Access Almanac via Web (School Management → Almanac (Web))

    6.2 What Teachers Can Do

    • View all school events as per their LMS mapping
    • Filter by class or grade
    • Review event details
    • Plan classroom activities accordingly

    6.3 Use Cases

    • Checking exam schedules
    • Reviewing PTM dates
    • Preparing for school events

    7. Parent Guide (Web & Mobile App)

    7.1 Access

    App → More → Almanac

    Web → Side Navigation → Calendar → Almanac

    7.2 Default View & Navigation

    • Current month opens automatically
    • Auto-scroll to current date
    • App → Events displayed in list format
    • Web → Events displayed in monthly calendar format
    • Use left and right arrows to switch months
    • Tap month name to change month or academic year
    • Apply event-type filters

    7.3 Viewing Event Details

    Tap on an event to view:

    • Event name, Date, Time, Description

    7.4 Notifications

    Parents receive:

    • Monthly upcoming events notification
    • Real-time new event notification (within next 30 days)
    • Real-time event update notification (within next 30 days)
    • Real-time event delete notification (within next 30 days)

    7.5 Use Cases

    • Tracking exam schedules
    • Planning travel around vacations
    • Preparing for PTMs and school events

    8. Student Guide (Web & Mobile App)

    8.1 Access

    App → More → Almanac

    Web → Side Navigation → Calendar → Almanac

    8.2 Default View & Navigation

    • Current month opens automatically
    • Auto-scroll to current date
    • App → Events displayed in list format
    • Web → Events displayed in monthly calendar format
    • Use left and right arrows to switch months
    • Tap month name to change month or academic year
    • Apply event-type filters

    8.3 Viewing Event Details

    Tap on an event to view:

    • Event name
    • Date
    • Time
    • Description

    8.4 Notifications

    Parents receive:

    • Monthly upcoming events notification
    • Real-time new event notification (within next 30 days)
    • Real-time event update notification (within next 30 days)
    • Real-time event delete notification (within next 30 days)

    8.5 Use Cases

    • Preparing for upcoming exams and assessments
    • Tracking school functions
    • Staying informed about important academic dates

    How to Create an Event

    1. Access Almanac via Web (School Management → Almanac (Web))

    1. Click Add Event
    1. Fill required fields:
      • Audience
        1. School
        2. Board
        3. Grade
        4. Advanced filters (Optional)
          1. Division
          2. Students
      • Event Type Selection (Custom / Sports Day, Annual Day, Holidays, Vacations, Exams, PTM)
      • Event Details:
        1. Event Title
        2. Subtype
        3. Full day event (Y/N)
        4. Date range
        5. Time Range (if not full-day)
        6. Mark as Holiday (Y/N)
        7. Mark attendance (Y/N)
    2. Click Create event (after all mandatory details are filled)
    1. Click Confirm on Confirmation Pop up

    How to Update an Event

    • Only events with Start time in the future can be edited
    • Events with Start time in the past can only change Title and Description
    • Event Type cannot be changed
    1. Access a Particular Event by clicking on it on the calendar or Side Navigation.
    2. Event details open up on the Side Navigation
    3. Click Update/ Edit icon
    1. Update required fields:
      1. Audience
        1. School
        2. Board
        3. Grade
        4. Advanced filters (Optional)
          1. Division
          2. Students
      2. Event Details:
        1. Event Title
        2. Subtype
        3. Full day event (Y/N)
        4. Date range
        5. Time Range (if not full-day)
        6. Mark as Holiday (Y/N)
        7. Mark attendance (Y/N)
    1. Click Update event (after all mandatory details are filled)
    1. Click Confirm on Confirmation Pop up

    How to Delete an Event

    • Only events with Start time in the future can be deleted
    1. Access a Particular Event by clicking on it on the calendar or Side Navigation.
    2. Event details open up on the Side Navigation
    3. Click Update/ Edit icon
    1. Click Delete icon
    1. Click Delete on Confirmation Pop up

    9. Event Hierarchy & Display Logic

    • Events are grouped by date
    • Longest duration event appears first
    • Full-day events are visually highlighted
    • Icons and colors follow defined design standards

    10. Notifications Overview

    • Monthly Digest – Sent 3 days before the next month begins if events exist.
    • New Event Created – Triggered when a new event within 30 days is created.
    • Event Updated – Triggered when an event within 30 days is updated.

    11. Governance & Compliance

    • Events must fall within academic year boundaries
    • Past and live events cannot be deleted
    • Permission checks are enforced at both UI and API levels

    12. Frequently Asked Questions

    Can teachers create events?

    No. Teachers have view-only access.

    Can parents edit events?

    No. Almanac is read-only on mobile.

    Why can’t I create an event in the past?

    Events must be scheduled for current or future times, with defined system rules.

    13. Conclusion

    Almanac provides a unified and structured academic calendar experience for schools, ensuring clarity, transparency, and alignment across administrators, teachers, parents, and students.